Head of Secretariat Services
Contract: Permanent
Hours: Full time (37.5 hours per week, Mon – Fri, 9am – 5pm)
Location: Fitwise Office, Blackburn House, Seafield, West Lothian (1 day at home is an option)
Responsible to: Managing Director
Salary: Circa £39,000 (dependent on experience)

We have a rare and exciting opportunity for a Head of Secretariat Services to join our team. The post-holder will be responsible for managing a team of Executive/Personal Assistants and Membership Administrators (approx. 8 – 10 people). They will also be part of our small Senior Management Team (SMT).
This role is ideal for a motivated individual who excels in maintaining high standards, is ambitious, and boasts a robust background as an Executive Assistant with managerial skills.

This marks a pivotal moment for the company, and the selected candidate will play a key role in shaping the future of the Secretariat Services team as we embark on a new chapter.

We are happy to accommodate one day working from home.
At Fitwise we provide comprehensive management services for associations and membership organisations, predominantly for those operating in the healthcare sector. Our range of services includes secretariat and administration, finance, marketing, sales, and event management.

Why work for Fitwise?
We are hugely proud to hold the Platinum Investors in People (IIP) award. This is testament to how we treat our team. “Your people love working for you, saying that Fitwise is like a family” (IIP report, January 2024).

Fitwise is also an employee-owned company, which means that you will have an opportunity to have a real stake and interest in the company.
Additional benefits include overtime/time in lieu for any hours worked above the core contracted hours (37.5hrs per week), and pension contribution.

About you:
Secretariat Experience:
• Proven supervisory/management experience of an administration or support team.
• Proven ability to interact with those working at executive/director level.
• Significant experience working as an Executive Assistant (EA).
• Significant experience in delivering high-quality administrative support.
• Significant experience in coordinating and managing in-person and virtual meetings.
• In-depth understanding of secretariat services, competencies, and roles.
• Expertise in producing high-level, formal meeting minutes.
• Possess at least a basic understanding of associations/societies/membership organisations/charities.

Leadership and Soft Skills:
• Exceptional organisational and time management skills.
• Exemplary written and verbal communication skills.
• Ability to motivate and develop team members.
• Ability to deliver clear and concise reports and presentations.
• Strong interpersonal skills for client interactions and team collaboration.
• Ability to prioritise tasks and manage multiple projects simultaneously.
• High level of accuracy and attention to detail in all aspects of work.
• Ability to maintain thorough and precise records.
• Strong commitment to providing excellent client service.
• Maintains a professional demeanour.
• Proficient in using Microsoft Office Suite, in particular Outlook, Word, Excel, PowerPoint, and Teams and in using digital tools and platforms.

We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are currently underrepresented at Fitwise Management Ltd., including people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQI+ people.

Interview process: Suitable candidates will be invited for an initial interview via Teams. This will take no longer than 20 mins. Second-stage interviews will then take place face to face at the Fitwise offices in Seafield near Bathgate.
The office location is not well served by public transport (postcode EH47 7AQ). While the office is on a bus route, access can be tricky, and we encourage candidates to take this into consideration. There is plenty of free parking available.

To apply send CV and covering letter to jenny.elliot@fitwise.uk 

Download the full job description here